Terms & Conditions – BeThere

These Terms & Conditions (“Terms”) govern all bookings made via BeThere (“we,” “us,” “our”) for trekking, hiking, climbing, or related travel services (“Trips”). By making a booking, you (“Client,” “you,” “your”) agree to be bound by these Terms.

1. Booking & Payment

Deposit / Confirmation

• To confirm a booking, a 20% deposit of the trip cost is required.
• Your booking is confirmed only after we receive your deposit and send you a written confirmation (by email or invoice).

Balance Payment

• The remaining balance is due 8 weeks before departure, or on arrival in Kathmandu (or other designated meeting place) if agreed in writing.
• For certain remote or special trips, full payment may be required before arrival.

Payment Methods & Fees

• Accepted methods: Bank transfer, credit/debit card, online payment gateways, and cash (where permitted).
• You are responsible for bank transfer fees, currency conversion charges, or credit card processing fees.
• If paying in a currency other than USD, the prevailing exchange rate on the day of payment will apply.

2. Cancellation & Refunds

By the Client

For trekking and hiking trips:

For climbing/expedition trips:

Note: Refunds are calculated on the total trip cost excluding non-recoverable expenses (such as permit fees, accommodation deposits, or flight tickets).
Refunds will be processed to the original payment method within 14–21 business days.

By Us (BeThere)

If we cancel due to force majeure (natural disasters, political unrest, pandemics, etc.), you will be offered:

• A full refund (minus unrecoverable costs), or
• An alternative trip of equal or greater value (if agreeable).

We are not responsible for third-party expenses (e.g., flights, visas, equipment) not booked through us.

After Trip Begins / Unused Services

No refunds will be given for early departure, missed activities, or unused services once the trip has started.
Voluntary dropouts or client-made changes after departure are non-refundable.

3. What’s Included (in most trips)

Unless otherwise specified, trips generally include:

• Licensed English-speaking guide
• Porter(s) for multi-day treks
• All required permits and local fees
• Basic accommodation (guesthouses, lodges, or hotels)
• Pre-trip briefing and full support from our Kathmandu-based team

4. What’s Not Included (unless otherwise stated)

Typically not included:

• International flights and airport taxes
• Nepal visa (available on arrival at the airport)
• Travel, rescue, and medical insurance (mandatory)
• Meals and drinks in cities (e.g., Kathmandu, Pokhara) unless otherwise noted
• Personal expenses (Wi-Fi, hot showers, snacks, souvenirs, etc.)
• Tips for guides, porters, and staff

Note: Trip-specific inclusions and exclusions will be detailed in your itinerary or invoice.

5. Itinerary Changes & Delays

Itineraries serve as flexible guidelines and may change due to weather, health, safety, or logistical issues.
In case of delays (e.g., flight cancellations or road blockages), we will assist with alternative arrangements.
Any extra costs (transport, food, hotel) are your responsibility unless caused directly by us.
We recommend allowing for buffer days at the end of your trip.

6. Insurance & Health

Insurance

You must have comprehensive travel insurance covering:

• Emergency medical care
• Evacuation and rescue (including helicopter evacuation if trekking/climbing)
• Trip cancellation or interruption
• Lost or damaged personal gear

Proof of valid insurance may be requested prior to the trip. If not provided, your booking may be cancelled without refund.

Health & Fitness

You must be in good physical condition for your booked activities.
Disclose any medical conditions or physical limitations during booking.
We reserve the right to deny participation if health or safety is at risk.

7. Passports, Visas, Permits & Documentation

• Your passport must be valid for at least 6 months beyond your return date with sufficient blank pages.
• You are responsible for obtaining visas and travel authorizations.
• We arrange all necessary trekking or expedition permits on your behalf.
• Submit all required documentation (passport copy, forms, photos) by the specified deadline.
• We are not responsible for issues caused by missing, expired, or incorrect documents.

8. Behavior, Risks & Liability

You must:

• Respect local laws and customs
• Follow instructions from your guide or trip leader
• Maintain the well-being and rights of other participants

Unlawful, unsafe, or disruptive behavior may result in removal from the trip without refund.

Adventure travel involves inherent risks, including injury, altitude sickness, weather changes, and rough terrain.
By booking, you acknowledge these risks and agree to release BeThere, its employees, and partners from any liability for injury, illness, death, loss, theft, or damage to property beyond our control.

9. Transfer of Booking & Name Changes

• Bookings are non-transferable without our prior written consent.
• Name changes may be allowed if requested at least 30 days before departure, subject to administrative fees and third-party approval.

10. Children & Age Restrictions

• Children under 16 years must be accompanied by a legal guardian.
• For climbing or high-altitude expeditions, the minimum age is 16, subject to local regulations and fitness approval.

11. Photos & Publicity

We may capture photos or videos during trips for promotional use (website, social media, marketing).
If you prefer not to appear, please inform us before the trip starts.

12. Complaints & Disputes

If you face an issue during your trip, inform your guide or our local team immediately for resolution.
Unresolved complaints must be submitted in writing within 30 days after your trip ends.

These Terms are governed by the laws of Nepal.
Any disputes will fall under the jurisdiction of the Kathmandu District Court, unless otherwise agreed.

13. Privacy & Data Protection

We value your privacy.
Personal information collected during booking will be used solely for trip administration and not shared with third parties, except as required for permits and logistics.

14. Acceptance of Terms

By making a deposit or final payment, you confirm that you have read, understood, and agree to these Terms & Conditions.

Contact Information

Email: info@bethere.fun
Website: www.bethere.fun
Phone: +977 9801358433
Mailing Address: BeThere, Kalopul, Kathmandu, Nepal